Attachment A RFB 758 2700000096-1 - 08-26-2026.pdf

ELECTRONIC BID SUBMISSION

Bid responses shall be received by electronic submission in the eProcurement system.

An electronic bid shall be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system.

Bid information MUST be completed online. Response must contain all required information for the Solicitation.

All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://vss.ky.gov

Allow 24 – 48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal.

The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing. Vendor Self Service Registration Guides are provided at https://vss.ky.gov

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged. If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

Online bid responses must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor. The system will not allow submission of an online response after the published date and time for closing.

An offer may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time. An electronic offer may be modified by applying the appropriate electronic signature and following the procedure in the state’s eProcurement signature.

https://vss.ky.gov/ https://vss.ky.gov/ mailto:Finance.CRCGroup@ky.gov

The following items MUST be submitted prior to award:

_____REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION IF

APPLICABLE (see Section 36)

_____CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF

STATE BY A FOREIGN ENTITY IF APPLICABLE (see Section 38)

_____REQUIRED AFFIDAVIT(S)

https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%2 0Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf

ATTACHMENT A

Commonwealth of Kentucky Request for Bid (RFB)

For Lodge Room Window Treatments for Blue Licks State Resort Park

RFB 758 2700000096

Issued by The Finance and Administration Cabinet

On Behalf Of Kentucky Department of Parks

Release Date: August 27, 2026 Vendors’ Written Questions Due: September 17, 2026 at 10:00 AM, ET

CLOSING DATE AND TIME: September 25, 2026 at 1:30 PM, ET

Commonwealth Buyer:

Keith Srutowski

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 MERO STREET, 5TH FLOOR

FRANKFORT KY 40622

(502) 564-7007 keith.srutowski@ky.gov

This is a Re-Solicitation of RFB 758 2700000016 which closed on 8-11-2026 and was not awarded. Because an award was not made, documents requested via an Open Records Request will not be released. At such time an award is made as a result of the new RFB, an Open Records Request may be filed, and documents requested for the original RFB as well as for the new RFB may be released in accordance with KRS 61.870 to 61.884.

mailto:keith.srutowski@ky.gov

BID READINGS

Any person wishing to hear a bid reading may call the OPS conference line at 844-603-5060, Conference ID number 240522005, and Participant Code 33957, at

3:30pm, ET on the bid closing date.

PLEASE READ THIS SOLICITATION AND ITS INSTRUCTIONS IN ITS ENTIRETY.

This is a Request for Bid (RFB).

Vendors shall comply with the terms and conditions stated in the solicitation.

Any efforts to negotiate these terms and conditions SHALL NOT be accepted and SHALL cause the bid to be deemed non-responsive.

All proposed pricing shall remain valid for a minimum of sixty (60) calendar days after the bid due date.

This Contract shall be awarded as Group All. Vendors shall bid all line items, otherwise bid shall be deemed non-responsive.

Vendors should review and comply with the general bidding requirements listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Solicitation” located on the eProcurement Web page at https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx and https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx respectively. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

Solicitation

Terms and Conditions

Award Contract

Section 1 Scope of Contract The Office of Procurement Services issues this solicitation to establish an Award Contract for: Lodge Room Window Treatments for Blue Licks State Resort Park

Section 2 Bid Specifications

Vendors replying to this solicitation should not attach quote forms or other documents containing any terms and conditions that conflict with the terms and conditions of this RFB. Bids that include documents containing such terms and conditions shall be deemed nonresponsive and ineligible for contract award.

Section 2.1 Vendor Responsibilities By submitting a bid, the vendor acknowledges the following checklist and that all requirements shall be met by the contract awardee.

o Awarded bidder is responsible for removal and disposal of existing window/door treatments and related hardware in the lodge rooms only. Disposal will not be in state park containers / property.

o Confirm ALL products specified are those listed / requested in the specifications in the solicitation.

o The reasoning for blackouts is to create a room darkening environment; confirm that your installation will be full coverage and achieve a room darkening environment in all spaces receiving blackout shades.

o Confirm the specified Spring Assist operating mechanism is reflected in your bid.

o Confirm that spring loaded bead chain hold down assembly complies with the

ANSI/WCMA A1100.1-2002 safety standard.

o Confirm that operation is bead chain and clutch mechanism and that shade will stop when chain is released. That the system should never need adjustment or lubrication. And there will be limit stops so that the shad cannot be raised or lowered too far.

o Confirm that the single rollers have finished endcaps and fascia meeting the bid specifications.

o Confirm ADA Rooms 109 & 201 will receive motorized shades and operating mechanisms that comply with ADA o Confirm that lead time will be met – installation to be no more than ten weeks after award of contract.

o Awarded bidder is required to visit the site for field dimensions of every area receiving roller shades. Post award site visit mandatory. Parks will provide times when the spaces will be available.

Section 2.2 General Description of Work For (32) lodge rooms windows (36 windows total), provide and install manually operated double roller shades Sheerweave by Phifer Style SW7001 Room Darkening Fabric color S51Birch blackout roller shades and Draper light filtering SW7850 ATF color Almond sheers in accordance with attached specifications.

For (32) lodge room doors (34 doors total), provide and install manually operated single roller Sheerweave by Phifer Style SW7001 Room Darkening Fabric color S51 Birch blackout roller shade in accordance with attached specifications.

The window opening is approximately 96” wide by 54” long. The door glass opening is approximately 21” wide x 71” long.

Lodge rooms 109 and 201 are ADA and are to receive motorized shades to comply with

ADA.

Removal and disposal of the existing hardware and draperies shall be included in the scope of work.

All lodge rooms and suites, except 109 and 201, are to receive clutch style manually operated, vertical roll-up, fabric window shades with independent controls and with components necessary for installation. Lodge rooms 109 and 201 are to meet ADA and will require motorized lift mechanisms, in lieu of manual operated mechanisms.

Operation to be bead chain and clutch operating mechanism allowing shade to stop when chain is released. Should never need adjustment or lubrication. Limit stops provided to prevent shade from being raised or lowered too far.

Clutch mechanism to be fabricated from high carbon steel and molded fiberglass reinforced polyester or injected molded nylon. Minimum 20lb lifting capacity.

Spring-assist clutch to be adjustment-free system including spring-assist components to reduce lifting forces required to raise the shade. Manufacturers shall provide estimated torque for shade unit. Spring-assist is required on shades with an estimated torque higher than 15 lb.-in.

Bead chain loop to be Stainless Steel.

Bead chain hold-down to be spring loaded tensioner complying with ANSI/WCMA A1100.1-2002 safety standard.

Idler assembly to be assembled of molded nylon with adjustable or spring-loaded length idler pin to facilitate easy installation, and removal of shade for service.

Single rollers to have finished endcaps and fascia. Endcaps to be stamped steel with universal design suitable for mounting to ceiling, wall, and jamb with size compatible with roller size. Endcap covers to match fascia or headbox color. Fascia to be L shaped aluminum extrusion to conceal shade roller and hardware. To be attached by snapping onto endcaps without requiring exposed fasteners of any kind. Fascia can be mounted continuously across two or more shade bands. Not notching to be required. Fascia shape to be square.

Roller tubes to be fabricated from extruded aluminum, galvanized steel, or enameled steel. Diameter, wall thickness, and material selected by manufacturer to accommodate shade type and size. Minimum roller diameter 1.5 inches. Tube diameter less than 1.5 inches shall not be acceptable unless manufacturer provides deflection analysis showing deflection limited to less than or equal to width (inches / 700 at 1.5x design load.

Fabric connected to the roller tube to be attached by LSE (low surface energy) double sided adhesive specifically developed to attach coated textiles to metal. Adhesive attachment to eliminate horizontal impressions in fabric.

The shade slat to have flat exposed hem bar: small 7/8 inch by 5/16 inch (22 mm by 8

mm) and large 1-1/2inch by 5/16 inch (38mm by 8 mm) aluminum rectangular hem bar with plastic end caps.

Black-out shades are to be full coverage and create complete room darkening.

All finishes options to be submitted to and selected by KY State Parks Facilities.

Contact information shall be provided upon award.

Installation – Approximate installation time frame will be no more than ten weeks after receipt of order. Installation dates will need to be determined by park once roller shades / blackout shades are near completion. Installation shall be scheduled with the park manager to minimize guest inconvenience.

Any delays because of shade cloth availability and back orders shall be brought to the attention of parks as soon as received. Shades and hardware shall be installed by expert window treatment installers using hardware in accordance with manufacturer’s recommendations. Any damage to surfaces and finishes resulting from careless installation shall be repaired at no cost to the owner by the contractor / installer. All shades shall be free of creases and wrinkles after installation. Clean-up to a ready to use condition will be the responsibility of the contractor/installer. All work shall be coordinated with the park manager to minimize guest inconvenience.

Job site visitation – each bidder is encouraged to visit the site for measurement verification. A site visit will be held at 9:00 am on 7-28-2026. A site visit is REQUIRED by the successful vendor after contract award. Measurements are the responsibility of the contract holder. ALL MEASUREMENTS / AREAS RECEIVING

SHADES/BLACKOUTS SHALL BE FIELD VERIFIED BY WINNING BIDDER.

Section 2.3 Window Shades

1.1 SECTION INCLUDES

A. Manually operated, roll-up fabric interior window shades including mounting and operating hardware.

1.2 RELATED SECTIONS

A. Section 06100 - Rough Carpentry.

B. Section 07900 - Joint Sealers.

C. Section 09260 - Gypsum Board Assemblies.

D. Section 09510 - Acoustical Tile Ceilings.

E. Section 11132 - Motorized Projection Screens.

F. Section 11132 - Motorized Projector Lifts.

G. Division 16 [26] - Electrical.

1.3 REFERENCES

A. NFPA 70 - National Electrical Code.

B. NFPA 701-99 - Fire Tests for Flame-Resistant Textiles and Films.

C. GREENGUARD Environmental Institute Gold.

D. US Green Building Council.

E. ANSI/WCMA A100.1-2022. For manual window shades with closed loop bead chains, all shades will meet all current standards mandated by the Consumer Product Safety Commission.

1.4 SUBMITTALS

A. Product Data: Manufacturer's data sheets on each product specified, including:

1. Preparation instructions and recommendations.

2. Installation and maintenance instructions.

3. Styles, material descriptions, dimensions of individual components, profiles, features, finishes and operating instructions.

4. NFPA Flame-Test: Passes NFPA 701 including certification from manufacturer that the fabrics sourced for this project comply with the test data provided.

5. Storage and handling requirements and recommendations.

6. Mounting details and installation methods.

B. Shop Drawings: Plans, elevations, sections, product details, installation details, operational clearances, wiring diagrams and relationship to adjacent work.

D. Intentionally omitted.

E. Window Treatment Schedule: For all roller shades. Use same room designations as indicated on the Drawings, field verified window dimensions, quantities, type of shade, controls, fabric, and color, and include opening sizes and key to typical mounting details.

F. Selection Samples: For each finish product specified, two complete sets of shade cloth options and aluminum finish color samples representing manufacturer's full range of available colors and patterns.

G. Verification Samples: For each finish product specified, two complete sets of shade components, unassembled, demonstrating compliance with specified requirements. Shade fabric sample and aluminum finish sample as selected, representing actual product, color, and patterns. Mark face of material to indicate interior faces.

H. Maintenance Data: Methods for maintaining roller shades, precautions regarding cleaning materials and methods, instructions for operating hardware and controls.

I. Manufacturer's Certificates: Certify products meet or exceed specified requirements.

J. Warranty: Properly executed manufacturer’s warranty.

1.5 QUALITY ASSURANCE

A. Manufacturer Qualifications: Obtain roller shades through one source from a single manufacturer with a minimum of twenty years documented experience in manufacturing products comparable to those specified in this section.

Manufacturers that do not meet the required experience requirements must submit life cycle test data showing minimum 2000 complete operational cycles for each year of warranty showing no failure and that shade remains fit for use as a operable shade).

B. NFPA Flame-Test: Passes NFPA 701. Materials tested shall be identical to products proposed for use.

C. Mock-Up: Provide a mock-up of one of each type roller shade assembly specified for evaluation of mounting, appearance and accessories.

1. Locate mock-up in window(s) designated by Architect.

2. Do not proceed with remaining work until mock-up is accepted by

Architect.

1.6 DELIVERY, STORAGE, AND HANDLING

A. Do not deliver window shades until building is enclosed and construction within spaces where shades will be installed is substantially complete.

B. Deliver products in manufacturer's original, unopened, undamaged containers with labels intact.

C. Label containers and shades according to Window Shade Schedule.

D. Store products in manufacturer's unopened packaging until ready for installation.

1.7 SEQUENCING

A. Ensure that locating templates and other information required for installation of products of this section are furnished to affected trades in time to prevent interruption of construction progress.

B. Ensure that products of this section are supplied to affected trades in time to prevent interruption of construction progress.

1.8 PROJECT CONDITIONS

A. Install roller shades after finish work and ambient temperature, humidity and ventilation conditions are maintained at levels recommended for project upon completion.

1.9 WARRANTY

A. Hardware and Shade Fabric: Manufacturer standard twenty-five year limited warranty.

PART 2 PRODUCTS

2.1 MANUALLY OPERATED WINDOW SHADES

A. Manually Operated Window Shades with Independent Control: Manually operated, vertical roll-up, fabric window shade with components necessary for complete installation; Clutch-Operated Manual Roller Shade as Supplied by Silver Threads Inc.

1. Operation: Bead chain and clutch operating mechanism allowing shade to stop when chain is released. Designed never to need adjustment or lubrication. Provide limit stops to prevent shade from being raised or lowered too far.

a. Clutch mechanism: Fabricated from high carbon steel and molded fiberglass reinforced polyester or injected molded nylon. Minimum 20 lb. lifting capacity. White or Black color as selected by Architect.

b. Spring-Assist Clutch: Adjustment-free system includes spring-assist components to reduce lifting forces required to raise the shade. Manufacturer shall provide estimated torque for shade unit. Spring-assist is recommended on estimated non-spring-assist torque above 6 lb.-in; required on shades with an estimated torque higher than 15 lb.-in.

c. Bead chain loop: Stainless Steel.

d. Bead Chain Hold Down: Spring-Loaded Tensioner complying with

ANSI/WCMA A100.1-2022 safety standard.

e. Idler Assembly: Provide roller idler assembly of molded nylon with adjustable or spring-loaded length idler pin to facilitate easy installation, and removal of shade for service.

2. Single Roller Configuration:

a. Mounting:

1) Endcaps and fascia.

b. Endcaps: Stamped steel with universal design suitable for mounting to ceiling, wall, and jamb. Provide size compatible with roller size.

1) Endcap covers: To match fascia or headbox color.

c. Fascia: L shaped aluminum extrusion to conceal shade roller and hardware.

1) Attachment: Snaps onto endcaps without requiring exposed fasteners of any kind. Fascia can be mounted continuously across two or more shade bands. No notching is required.

2) Shape: Square Fascia Panel.

3. Roller Tube: Fabricated from extruded aluminum, galvanized steel, or enameled steel. Diameter, wall thickness, and material selected by manufacturer to accommodate shade type and size. Minimum roller diameter 1.5 inches. Tube diameters less than 1.5 inches shall not be acceptable unless manufacturer provides deflection analysis showing deflection limited to less than or equal to width (inches) /700 at 1.5X design load.

4. Fabric connected to the roller tube with LSE (low surface energy) double sided adhesive specifically developed to attach coated textiles to metal. Adhesive attachment to eliminate horizontal impressions in fabric.

5. Shade slat:

a. Flat exposed hem bar: Small: 7/8 inch by 5/16 inch (22 mm by 8

mm) and Large 1-1/2 inch by 5/16 inch (38 mm by 8 mm) aluminum rectangular hem bar with plastic end caps.

2.3 FABRIC

A. Color and pattern: As selected by Architect from manufacturer's standard range.

PART 3 EXECUTION

3.1 EXAMINATION

A. Do not begin installation until substrates have been properly prepared.

B. If substrate preparation is the responsibility of another installer, notify

Architect of unsatisfactory preparation before proceeding.

3.2 PREPARATION

A. Coordinate requirements for blocking and structural supports to ensure adequate means for installation of window shades.

3.3 INSTALLATION

A. Install in accordance with manufacturer's instructions.

B. Install roller shades level, plumb, square, and true. Allow proper clearances for window operation hardware.

C. Shade pockets:

1. Install shade pockets prior to installation of suspended ceiling system.

Attach to supporting structure with screws through top of pocket at 24 inches (610 mm) minimum centers.

2. Install shade pockets in conjunction with installation of suspended ceiling system. Attach to supporting structure with screws through top of pocket at 24 inches (610 mm) minimum centers.

3. Install corner pieces securely and in alignment with pockets.

4. Install pocket ends securely and in alignment with pockets.

5. After interior construction is essentially complete, install shade and operating mechanism in pocket.

D. Install the following items to conceal roller and operating mechanism. Do not use exposed fasteners.

1. Fascias.

3.4 TESTING AND DEMONSTRATION

A. Test window shades to verify that operating mechanism, fabric retainer, and other operating components are functional. Correct deficiencies.

1. Chain and clutch.

B. Demonstrate operation of shades to Owner's designated representatives.

3.5 PROTECTION

A. Protect installed products until completion of project.

B. Touch-up, repair or replace damaged products before Substantial

Completion.

3.6 SCHEDULES

A. Manually Operated Shades:

1. Shade Type SM-1 Single Roller

a. Mounting Type:

2. Shade Type SM-2 Dual Roller

a. Mounting Type:

B. Motorized Shades:

1. Shade Type MS-1 Single Roller

a. Configuration/Mounting:

2. Shade Type MS-2 Dual Roller

a. Configuration/Mounting:

Section 2.4 Site Visits Each contractor is encouraged to do a site visit. A site visit is available on Tuesday, 9- 15-2026 at 9:00 am. The site visit is optional. Please notify the buyer of your intent to attend the site visit by contacting Keith Srutowski by email at keith.srutowski@ky.gov by 11:00 am on Monday, 9-14-2026.

A site visit is not mandatory. In no event shall a failure to inspect the site constitute grounds for a claim after award of the contract. Pricing information shall not be made known in any form to agency representatives during the site visit. Failure to comply with this requirement shall render the bid non-responsive. Potential bidders should clearly understand that any verbal representatives made or assumed to be made during any oral discussions held between representatives of potential bidders and any state employee or official are not binding on the Commonwealth of Kentucky. For violation of this provision, the Commonwealth shall reserve the right to disqualify the bid.

Section 2.5 Additional Information A complimentary room or cottage for the field measurement and the installation can be provided by the park depending on availability at the park.

The property will be made available so installation can be done in one continuous trip, depending on length of installation dates. The Contractor will be working around guests.

Monday and Tuesday are the best dates as lodge rooms are closed to the public on those dates. The park is tentatively planning on this installation late October / early November 2026.

Alternate window treatments will not be considered for the door. The Commonwealth must have a firm fixed bid in accordance with the specifications. Any alternate bids must be noted as such, but a vendor may not submit two sets of specifications or an alternate with their response along with a standard item.

There has been a concern expressed that there will be light gaps from the dual shades without the use of sill channels. Parks feel a minimal gap (1/8” or less) is achievable on windows and full coverage is achievable on door glass. The object is room darkening.

The Park prefers not to have the maintenance of the channels.

Section 3 Purpose The purpose of this solicitation is to request vendor responses in order to provide these items under contract to agencies as needed.

Section 4 General This solicitation specifies requested items. It is not the intention of this solicitation to eliminate vendors or manufacturers of similar or equal equipment of the types specified.

It should be noted, however, that these requested items are written around specific needs of State agencies. The Commonwealth reserves the right to consider bids non-responsive if they do not comply with the specifications contained herein.

Section 5 Initial Contract Period Does not apply.

Section 6 Renewal Clause – Optional Renewal Period Does not apply.

Section 7 Exceptions to Specifications Vendors are cautioned that changes made to the solicitation other than in the designated fields for response shall render the response invalid and result in a non-responsive bid. Otherwise, it will be considered that items/services offered are in strict compliance with these specifications, and the successful bidder shall be held responsible for delivering materials/services that meet these specifications. Any exceptions shall be marked as such within the body of the bid and explained on a separate page. The Commonwealth is not bound to accept any exceptions.

Section 8 Alternate Brands/Specifications Unless otherwise specified, brands and specifications referenced in this solicitation are meant to establish a minimum standard of quality only. Bidders may bid brands/specifications they consider to be equal by specifying the brand(s)/specifications and inserting the brand name(s), model number(s), etc. on which they are bidding. Bids offering “equal” products/specifications will be considered for award if such products are clearly identified in the bid and are determined by the State to meet or exceed fully the minimum essential specifications and salient characteristics referenced in the Solicitation. Bids that contain products/specifications that fail to meet the minimum essential requirements shall be deemed non-responsive.

Bidders who propose alternate brands/specifications should enclose descriptive literature with their bids so that the equality can be verified. Failure to enclose sufficient literature may result in a non-responsive bid. If the brands are not changed, the contract will be written accordingly and the successful bidder shall be required to deliver the brands/specifications stated in the solicitation.

Section 9 Recycle Requirements Prospective bidders are required to comply with Recycle Requirements for the purchase of goods, supplies, equipment, materials and printing with a minimum recycled content to the extent practicable per 200 KAR 5:330. This regulation can be viewed on the Internet at https://apps.legislature.ky.gov/law/kar/200/005/330.pdf

Section 10 Acknowledgment of Addenda It is the vendor's responsibility to check the web site for any modifications to this solicitation. Electronic Bid submittal is the vendor’s agreement to be bound by the terms of all addenda issued.

Section 11 Agencies to be Served This contract shall be for use by the following agency of the Commonwealth of Kentucky:

Kentucky Department of Parks

Section 12 Solicitation Submission Requirements Paper Bids are NOT acceptable for this RFB and shall be considered non-responsive.

All electronic documents submitted in response to this RFB shall be submitted in Microsoft Word, Microsoft Excel or PDF format ONLY.

Section 13 Method of Award Best Value – Ranking Approach The Commonwealth intends to award a contract to the vendor, whose offer, conforming https://apps.legislature.ky.gov/law/kar/200/005/330.pdf to the solicitation, is the most advantageous on the basis of "best value" for all products, services, and requirements contained herein.

An evaluation committee, or a designated individual, will evaluate the information provided by the vendor in response to the established measurable criteria contained in the solicitation.

Measurable Criteria:

Price 90 Points

Delivery and Installation 10 Points Checklist Requirements Pass/Fail

TOTAL POINTS 100 Points

Each vendor is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the Vendor.

A bidder shall submit one (1) response to a solicitation and shall not propose more than one (1) model/brand for each item listed in the solicitation, except for requested tier pricing. Multiple or alternate bids offering more than one (1) bid price in total or by line item shall be rejected.

Vendors responding with the minimum Best Value requirements in this solicitation shall not be credited with Best Value points. Vendors responding with greater than the minimum requirements shall receive Best Value points. Failure to provide adequate information will impact the evaluated points awarded to the vendor.

A. PRICE (90 points)

The bidder with the lowest Price receives the maximum score. The bidder with the next lowest Price receives points by dividing the lowest Price by the next lowest price and multiplying that percentage by the available points. For example, 90 points is allocated to the lowest Price criteria for this procurement, bidder “A” bids $3.00 as the lowest bidder and receives the maximum 90 points ($3.00 / $3.00 = 1.00 x 90 = 90). Assume bidder “B” is the next lowest bidder at $4.00, then “B” receives 67.5 points ($3.00 / $4.00) = .75 x 90 = 67.5).

B. DELIVERY AND INSTALLATION (10 points)

The bidder shall clearly state the delivery time for this procurement. Delivery time must be specific and such phrases as, “as required”, “as soon as possible”, or “prompt” have no meaning and may result in a non-responsive bid.

The bidder with the lowest amount of delivery days (working days) receives the maximum score. The bidder with the next lowest amount of delivery days receives points by dividing the lowest amount of delivery days by the next lowest amount of delivery days and multiplying that percentage by the available points. For example, 10 points is allocated to the lowest amount of delivery days criteria for this procurement, bidder “A” bids 10 working days as the lowest bidder and receives the maximum 10 points (10 / 10 = 1.00 x 10 = 10). Assume bidder “B” is the next lowest bidder at 20 working days, then “B” receives 5 points (10 / 20) = .5 x 10 = 5.).

The vendor agrees that when delivery is not made within the contracted due date, one percent (1%) per day shall be deducted from the vendor’s invoice for each day the vendor fails to meet the contracted delivery date.

VENDOR’S BEST DELIVERY TIME IN WORKING DAYS ARO

C. CHECKLIST REQUIREMENTS (Pass/Fail)

By submitting a bid, the vendor acknowledges they shall meet all requirements of the checklist under Section 2.1 Vendor Responsibilities.

Best Value scoring is subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410).

KRS 45A.490 Definitions for KRS 45A.490 to 45A.494.

As used in KRS 45A.490 to 45A.494:

(1) "Contract" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and

(2) "Public agency" has the same meaning as in KRS 61.805.

KRS 45A.492 Legislative declarations.

The General Assembly declares:

(1) A public purpose of the Commonwealth is served by providing preference to Kentucky residents in contracts by public agencies; and

(2) Providing preference to Kentucky residents equalizes the competition with other states that provide preference to their residents.

KRS 45A.494 Reciprocal preference to be given by public agencies to resident bidders -- List of states -- Administrative regulations.

(1) Prior to a contract being awarded to the lowest responsible and responsive bidder on a contract by a public agency, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder.

(2) A resident bidder is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding:

(a) Is authorized to transact business in the Commonwealth; and

(b) Has for one (1) year prior to and through the date of the advertisement, filed Kentucky corporate income taxes, made payments to the Kentucky unemployment insurance fund established in KRS 341.490, and maintained a Kentucky workers' compensation policy in effect.

(3) A nonresident bidder is an individual, partnership, association, corporation, or other business entity that does not meet the requirements of subsection (2) of this section.

(4) If a procurement determination results in a tie between a resident bidder and a nonresident bidder, preference shall be given to the resident bidder.

(5) This section shall apply to all contracts funded or controlled in whole or in part by a public agency.

(6) The Finance and Administration Cabinet shall maintain a list of states that give to or require a preference for their own resident bidders, including details of the preference given to such bidders, to be used by public agencies in determining resident bidder preferences. The cabinet shall also promulgate administrative regulations in accordance with KRS Chapter 13A establishing the procedure by which the preferences required by this section shall be given.

(7) The preference for resident bidders shall not be given if the preference conflicts with federal law.

(8) Any public agency soliciting or advertising for bids for contracts shall make KRS 45A.490 to 45A.494 part of the solicitation or advertisement for bids.

The reciprocal preference as described in KRS 45A.490-494 above shall be applied in accordance with 200 KAR 5:400.

Determining the residency of a bidder for purposes of applying a reciprocal preference Any individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit along with its response the attached Required Annual Affidavit for Bidders, Offerors, and Contractors Claiming Resident Bidder Status, unless a valid, Annual Affidavit is already on file with the Commonwealth. The BIDDING AGENCY reserves the right to request documentation supporting a bidder’s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination.

A nonresident bidder shall submit, along with its response, its certificate of authority to transact business in the Commonwealth as filed with the Commonwealth of Kentucky, Secretary of State. The location of the principal office identified therein shall be deemed the state of residency for that bidder. If the bidder is not required by law to obtain said certificate, the state of residency for that bidder shall be deemed to be that which is identified in its mailing address as provided in its bid.

Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410).

Pursuant to 200 KAR 5:410, and KRS 45A.470, Kentucky Correctional Industries will receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. In addition, the following “qualified bidders” will receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation: Kentucky Industries for the Blind, any nonprofit corporation that furthers the purposes of KRS Chapter 163 and any qualified nonprofit agencies for individuals with severe disabilities as defined in KRS 45A.465(3). Other than Kentucky Industries for the

Blind, a bidder claiming “qualified bidder” status shall submit along with its response to the solicitation a notarized annual affidavit, which affirms that it meets the requirements to be considered a qualified bidder- annual affidavit form included. The annual affidavit form is not required if a valid, annual affidavit is already on file with the Commonwealth.

If requested, failure to provide documentation to a public agency proving qualified bidder status may result in disqualification of the bidder or contract termination.

Past Vendor Performance may be considered in the award of this Contract.

Vendors with a record of poor performance in the last 12 months may be found non-responsible and ineligible for award.

Section 14 Tax Exempt Status Do not include Federal Excise Tax, Kentucky Sales or Use Tax in prices quoted in response to this solicitation.

Section 15 Basis of Price Revisions Does not apply.

Section 16 Vendor Terms and Conditions Solicitation or quotation forms that include terms and conditions not in conformity with the terms and conditions of this solicitation or the Statutes of the Commonwealth of Kentucky may be deemed non-responsive.

The Commonwealth of Kentucky shall not be bound by any part(s) of the bidder’s response to this solicitation that contains information, options, conditions, terms, or prices neither requested nor required in the solicitation. In the event of any conflicts between the specifications, terms and conditions indicated by the Commonwealth and those indicated by the contractor, those of the Commonwealth take precedence. The contract supersedes all bids or other prior agreements, oral or written, and all other communications between the parties relating to this subject.

Section 17 Post Contract Agreements The resulting contract shall constitute the entire agreement between the State and awarded contractor. Unless contractually provided, State agencies utilizing this contract will not be required to enter into nor sign further agreements, leases, company orders or other documents to complete or initiate the terms of a contract resulting from this solicitation or offer. Any such documents so obtained will be non-binding on the State and agents of the State and will be cause for breach of contract.

Section 18 Equipment Unless otherwise indicated in the bid, it is understood and agreed that any item offered or shipped on this bid shall be new and the latest or current year model and be in first class condition. Any unit failing to meet the foregoing requirements shall be returned to the contractor, at their expense, and replaced with a new unit.

The Commonwealth recognizes the rapid advancement of technology. If the bidder can provide new equipment of advanced technology after the award of the contract, the Commonwealth and the bidder may choose by mutual agreement to install such equipment. The price of the new technology equipment cannot exceed the cost of the award contract.

Section 19 Quantity Basis of Contract – Estimated Quantities Any and all quantities mentioned in this solicitation are purely estimates, and are not to be implied nor inferred as being guarantees. The State is obligated to buy only that quantity needed by its agencies during the term of the contract. Requirements may exceed the quantities shown and the contractor will be required to furnish all requirements shown on Delivery Orders dated during the life of the contract.

Section 20 Manuals and Distribution of Literature Instruction and operating manuals shall be furnished for all equipment installed. Upon request, the vendor shall furnish State agencies and other public bodies with descriptive literature and service information for items awarded.

Section 21 Vendor’s Report The vendor(s) may be asked to furnish the buyer, Office of Procurement Services, a report showing volume which has been sold to the Commonwealth and its using agencies each six (6) months of the contract period. The report will include political subdivisions and university purchases. This report may be the vendor’s computer printout sheet or form. This shall apply to all items, which are to become a part of this contract. This report must reference usage by brief description, product number or other format designated by the Office of Procurement Services.

Section 22 FOB Basis of Shipment – Vendor Responsible Quotations of unit prices on this solicitation shall be F.O.B. Destination Freight Prepaid and Allowed. The vendor shall be fully responsible for all shipments and freight charges involved to the ordering agency.

Section 23 Cancellation Clause – 30 Days Notice The Commonwealth may cancel the contract established from this solicitation by giving written notice thirty (30) days prior to effective cancellation date. In the event such action is taken, the contract shall be null and void upon receipt of a Modification from the Office of Procurement Services canceling the contract.

Section 24 Exception to Required Use of Contract

The establishment of this Award Contract is not intended to preclude the use of similar products when requested by the agency. The Commonwealth of Kentucky reserves the right to contract for large requirements by using a separate solicitation.

Section 25 Service Performance All services performed under this contract, if applicable, shall be in accordance with the terms and provisions of the contract. It will be the agency’s responsibility to ensure that such services rendered are performed and are acceptable.

The relationship between the State and the Contractor is that of client and independent contractor. No agent, employee, or servant of the contractor or any of its subcontractors shall be or shall be deemed to be an employee, agent, or servant of the State for any reason. The contractor will be solely and entirely responsible for its acts and the acts of its agents, employees, servants and subcontractors during the performance of this contract.

Major deviations of services performed will not be made without the written approval of the Office of Procurement Services. Problems that arise under any aspect of performance should first be resolved between the vendor and the agency. Either party should refer in writing any such problems and/or disagreements that cannot be resolved to the Office of Procurement Services for settlement.

Section 26 Addition or Deletion of Items or Services The Office of Procurement Services reserves the right to add new and similar items, with the consent of the vendor, to any contract awarded from this solicitation. The Office of Procurement Services to effect this change will issue a contract Modification. Until such time as the vendor receives a Modification, the vendor shall not accept Delivery Orders from any agency referencing such items or services.

Section 27 Agreement between Parties By submitting a bid, the bidder acknowledges and agrees to be bound by the terms and conditions of the solicitation.

The bidder agrees that a resulting contract is the complete and exclusive statement of the agreement between the parties, which supersedes all prior agreements, oral or written, and all other communications between the parties relating to the subject matter of this solicitation. It is further agreed between the parties, that any valid modification of contractual agreement must be formalized by issuance of a Contract Modification from the Office of Procurement Services.

Purchase or Sales Agreements, supplied by the bidder making an offer, in reply to the solicitation, will not be accepted. The only terms and conditions acceptable to the Commonwealth of Kentucky are as outlined in the solicitation. Bids not conforming will be considered as non-responsive.

Section 28 Governmental Restrictions In the event any Governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship, or performance of the items offered on this proposal prior to delivery, it shall be the responsibility of the successful bidder to notify the Office of Procurement Services in writing, indicating the specific regulation which requires such alterations. The Commonwealth reserves the right to accept any such alterations, including any subsequent price adjustments, or to cancel the contract.

Section 29 Payments The Commonwealth will make payment within thirty (30) working days of receipt of Contractor's invoice and of acceptance of goods and/or services except when the agency has transmitted a rejection notice to the vendor in accordance with KRS 45.453 and KRS 45.454. For the purpose of this provision, a working day is any weekday except for Commonwealth employee holidays up to the agency close of business. The Commonwealth may make a partial payment of goods or services that it has received according to the terms of the contract.

Payments are predicated upon agreed upon payment milestones set forth in the agreement and/or successful completion and acceptance of the described work, services, supplies, or commodities, and delivery of the required documentation. Invoices for payment shall be submitted to the agency contact person or agency representative and, except Personal Service Contract invoices, shall include the following information, as applicable:

(1) Contract and/or delivery order number;

(2) Name of Contractor Entity or Individual;

(3) Contractor designated point of contact;

(4) Unique Invoice Number;

(5) Invoice Date;

(6) Item numbers;

(7) Descriptions of goods or services provided;

(8) Sizes of goods provided;

(9) Quantities provided;

(10) Unit prices; and

(11) Extended totals (unit price x quantity) for invoiced line items.

For Personal Service Contracts, invoices must be submitted on the Personal Service Contract Invoice form established by the Government Contract Review Committee, available at:

https://apps.legislature.ky.gov/moreinfo/contracts/PSC%20INVOICE%20FORM.pdf

The Commonwealth will make a good faith effort to notify the Contractor within fifteen

(15) working days of the Contractor’s failure to submit a proper invoice or a dispute of the goods or services provided. The Contractor shall address the Commonwealth’s concerns within ten (10) calendar days and resubmit a corrected invoice with a new invoice number for payment. If the Contractor has not rectified the problem with the invoice or the good or service within the ten (10) calendar day correction period, any https://apps.legislature.ky.gov/moreinfo/contracts/PSC%20INVOICE%20FORM.pdf revised submitted invoice shall be considered a new invoice with a new date of submission for calculation of any late payment penalty.

If the Commonwealth has not notified the Contractor of any issue with the invoice or the goods and/or services and the Contractor has not received payment by the twenty-fifth (25th) business day after the Contractor submitted the invoice, the Contractor should notify its Commonwealth contract representative that its invoice is still pending payment.

Except as otherwise explicitly provided in the contract, payments shall be issued to the Contractor within thirty (30) working days of receipt of Contractor's invoice and of acceptance of goods and/or services. In the event of an invoice payment dispute between the Contractor and purchasing agency, the Contractor shall first attempt resolution of the dispute via submission to the purchasing agency in accordance with the payment dispute process posted on the Finance and Administration Cabinet website, located at:

https://finance.ky.gov/office-of-the-secretary/office-of-general-counsel/Pages/procurement-and-protest-resources.aspx

If submission to the purchasing agency fails to resolve the payment dispute, the Contractor may submit a contract dispute regarding payment to the Finance Secretary for resolution. In accordance with KRS 45.454, and except as provided by KRS 371.405, there shall be payable to the Contractor a penalty of one-percent (1%) on any undisputed amount each month or fraction thereof owing to the Contractor after 30 working days following the receipt of the goods or services and receipt of the invoice unless otherwise agreed between the Commonwealth and the Contractor. After a resolution is determined, the purchasing agency shall begin to assess penalties due the Contractor and remit the penalty payment to the Contractor within five (5) working days.

Section 30 Inspection All supplies, equipment and services shall be subject to inspection or tests by the Commonwealth prior to acceptance. In the event supplies, equipment or services are defective in material or workmanship or otherwise not in conformity with specified requirements, the Commonwealth shall have the right to reject the items or services or require acceptable correction at the Vendor’s expense.

Section 31 Inquiries All questions shall be submitted in writing by 10:00 am, ET on 9-17-2026 to the Commonwealth buyer listed below. No questions shall be accepted after the date(s) listed unless the question(s) is considered material to the procurement. The Commonwealth shall respond to salient questions in writing by issuing an addendum to the solicitation. The addendum shall be posted to the Kentucky Vendor Self Service site.

(SUBMIT QUESTIONS VIA EMAIL TO THE COMMONWEALTH BUYER)

Sole Point of Contact – Commonwealth Buyer The Commonwealth Buyer listed below shall be the sole point of contact throughout the https://finance.ky.gov/office-of-the-secretary/office-of-general-counsel/Pages/procurement-and-protest-resources.aspx…